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: IT Services
: President
: 10/05/2020
: 10/05/2020
: 10/05/2021

Mass Email Policy

Comment on Policy


This policy applies to all users of Thomas More University email systems.  


The purpose of the Mass Email Policy is to provide guidance for the appropriate use of mass email at Thomas More University and to define the approval process necessary to send such emails. The policy aims to reduce the amount of inbox clutter and allows us to communicate efficiently. 


Mass Email: an unsolicited email message sent to a significant portion of the Thomas More community, either faculty, staff, or students. 

Distribution List: a shortcut to email multiple people by population type.  For example, full time faculty or all students.  Distribution lists are created by IT Services.


The Thomas More University email systems are the property of the University and are to be used for the primary purpose of advancing the mission of the University.  Therefore, Thomas More University retains the ability to manage how such property is used. The policy applies to all mass email, including those sent through an IT-managed distribution list, an automated Cognos or Jenzabar email, or a user-created recipient list.  Access to email addresses and distribution list does not automatically grant permission to use it.  Messages that do not meet the criteria should be delivered via alternative methods (newsletters, announcements, calendar, social media, etc.). 

Thomas More University, at its sole discretion, shall determine whether a message is unsolicited or sent to a significant portion of a community to satisfy the definition of mass email contained within this policy.

Individuals may not send mass emails without approval.  All mass emails must be submitted to the appropriate administrator for approval and distribution by them or their designee:


The distribution of mass email requires:

In general, mass email is appropriate for:

Events: All on-campus events should be placed on the university calendar. Notifications, reminders, and information regarding these events may be sent via employee or student newsletters. It is not an appropriate use of mass email to send information regarding events.  

Inappropriate use of mass email includes, but is not limited to:




IT Services uses system controls to manage who can send the distribution lists below.  Additional individuals, other than those specified above, may be granted authorization to send messages to target groups (faculty, staff, and/or students) with the approval of their supervisor and the appropriate administrator listed below.  This will be managed using the Mass Email Authorization Form. 


Acceptable Usage Agreement 



Supersedes Policy

Summarize Change

September, 2020

Mass Email Policy

Event section added to policy; reformatted to current policy template

November 12, 2018

Mass Email Policy

Change to University

May 1, 2017

TMC Email Policy, bulk email section

Creation of Mass Email Policy

November 21, 2013


New Policy



Mass Email Distribution Authorization Form


Sean Kapsal, Director of IT Services

Robert A. Munson, Senior Vice President and CFO

Dr. Kevin Reynolds, Vice President for Institutional Advancement

Dr. Joseph Chillo, President